Getting Started - Admin Setup

Introduction

InSync is a Paging, Messaging, and Patient Tracking system developed specifically for dental and medical offices.   InSync provides 3 main functions:

  1. Paging, which is a function used to call or page staff members to rooms where they are needed.
  2. Messaging which is a function to broadcast or send textual messages to one or more staff members.
  3. Patient tracking is a function to track where patients are, how long they have been there, and how much time is remaining to stay within their scheduled appointment time..  

In this guide we will cover the setup of the Administrative Portal to get your account up and running quickly.  This guide consist of 7 sections:

  1. Users
  2. Rooms
  3. Meaning Buttons
  4. Stages
  5. Columns and Sorting
  6. Advanced Settings
  7. Access

1- USERS

The First thing you will do is to setup your users.   Users are staff members who need to send and receive messages, or be paged to rooms.

For each user you will setup:

  1. First and Last Name
  2. Initials, which will the abbreviations shown in messaging buttons.
  3. Color, each user gets their own unique color, which makes it easier to see their messages, and pages on the board)
  4. Sounds (this is the unique sound a user will hear when they are pages to a room)
  5. Phone number, which is used to send text messages to if the user is paged
  6. Password, if enabled will require the user to type the password to read messages. (We recommend to use passwords for everyone if passwords are desired. If only one person is password protected in a conversation, someone could simply click the non-password protected user to read the message.)
  7. Order, which is the order users will be displayed to make pages.  Most offices like to order the staff that gets the most pages to the top.

To make it easier, we preconfigure some user data, which you can simply edit to make it easier for you.

2 - ROOMS

Rooms are used in messaging, and Patient tracking. Rooms can be any area a staff member may need to be pages to, or a patient might be seated or waiting in.

For each Room you provide:

  1. Room Name
  2. Paging (specify if users could be pages to this room)
  3. Tracking (specify if this room involves patient flow)
  4. Tracking Default (this is the default room patients will be assigned to upon initial entrance to the queue, typically the waiting area)
  5. Order (select the order you wish rooms to be presented in paging and tracking)

 

3 - MEANING BUTTONS

Meaning buttons are icons that can be added to pages to give a better indication of why someone is being paged.

For each Meaning Button you will:

  1. Choose and Icon
  2. Name the Icon
  3. Order your icons

 

4 - STAGES

Stages are used in Patient Tracking that provide information on where patients are in their workflow, and how long they spend in various parts of their workflow. The simplest stage setup is: arrived, ready for treatment, and finally “in treatment”. InSync will keep time in stage, total time, and due out time.

For each stage you need to provide:

  1. Stage Name (The name of the stage used to select, and report on)
  2. Stage Color
  3. Stage Order

 

5 - Columns and Ordering

The Patient Tracker is a list of all patients, in their current stage with Various time information.  

Columns

Selectors is where you choose what and how you would like it displayed. Column options are

  1. Appointment Time
  2. Arrival Time
  3. Time in Stage
  4. Total Time
  5. Due out time

Sorting

Sorting handles how multiple patients in a queue will be ordered. InSync supports 3 levels. So For example you could sort by appointment time, then arrival time and patients would be ordered by earliest appointment time, then the order they arrived.

 

6 - Advanced Settings

Default Appointment Length

Appointment length is used to calculate the due out time for patients in the queue compared to the time spent  Default Appointment Length will set the appointment length for patients as they enter the Patient Tracking Queue to the specified number of minutes in this setting. The default setting is 60 minutes.

 

Count From

The “count from” setting specifies how the system will calculate the “due out” time of each patients appointment. The two options are:

  1. Appointment time, which will start counting down from the scheduled appointment from the appointment length to give you the “due out” time.
  2. Arrival time, which will start counting down from the from the time the patient arrives and checks in to give you the “due out” time.

 

Adjust Appointment for late arrivals

The “Adjust Appointment for late arrivals” setting will adjust the appointment time to the time checked in patient’s that are late. This will adjust due date it times relative to the check-in time, instead of the original appointment time.

URL Curbside Check-in

The URL for Curbside check-in is URL to be used with Patient Tracking. There is no login required so you can email, text, or post as a QR code in the parking lot or waiting area so patients can easily sign into the queue.

 

7 - Access

There are 2 methods of access for InSync:

  1. Role access which uses a username and password
  2. Device access which uses a unique code from your account to add devices

Role access

As mentioned above role access is a method to create a “user” for InSync. There are 3 Roles that can be assigned:

  1. Billing Amin Role gives access to change and manage payment methods
  2. Office Admin Role provides the ability to manage and change application settings inside the admin portal.
  3. Office User provides access to run the application but not make billing or administrative changes.

It is important to note that the roles are independent of each other. If you need access to all 3 areas, you assign all three roles to the user.

Device Access

Device access roles were created to make it very easy to connect windows and other devices to your account. Inside the portal you will find the unique Device Access code for your office. Simply use this code to sign in, and the device will be given “office user” rights to run the application. There is a list of your connected devices in the portal which you can use to track and sign devices out from.

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